1 MLS Data Management Data Management Model Data Sets Delivery Methods Supporting Documentation Assess and Manage Risk RETS Server Options Yogi SchulzKevin McQueen

2 MLS Data Management Topic Objectives Learn some very practical ways for you to improve data management at your MLS using a proven approach

3 MLS Data Management Define Your Data Management Model Start with local data policies – it’s not just RETS What are your data customers asking for? What data do you intend to share with them? Who is authorized to receive it? Do you use license agreements for all bulk data?

4 MLS Data Management Proven Approach Define specific data sets - policies & business rules –Don’t customize for every customer Select appropriate delivery methods to offer Define roles - who does what? –MLS staff –RETS Service Provider Develop supporting documentation Introduce resulting improvements

5 MLS Data Management Data Sets - Example Define specific data sets to meet customer’s needs 1.IDX / consumer views, actives only 2.VOW / more comprehensive data set 3.BROKER BACK-OFFICE »For in-house use »May include off-market data Data sets should support policies & business rules Data Sets = WHAT you offer

6 MLS Data Management Delivery Methods MLS system export/download most common Framed IDX solution great overall solution for many FTP files updated once per day – for non-RETS RETS –Most robust and flexible for those that support it –Near real-time access –Supports what/when customer needs –Shift some responsibilities to data customers More Challenging Increased Service Delivery methods = HOW

7 MLS Data Management Apply Data Sets to ALL Deliveries Support policies and business rules throughout Easier to explain / educate callers Keeps things simple Stop customizing data feeds Apply to all – not just RETS

8 MLS Data Management Distribute Data Management Roles Administrative: 1st contact – answer non-tech Qs, forms & agreements Determine permissions, provide authorization Billing Cease and Desist Tech Support: Technical issues - troubleshooting Interface with vendors Monitor systems Common role distribution

9 MLS Data Management Supporting Documentation Write it once – use many times Reduce the time you spend repeating/educating Data Access Info Package –Application / request form * –Access / License Agreement * –FAQs * »What data is available? »How is it delivered? »What can / can’t I do with the data? »Who do I call for help? Info Package will save you time

10 MLS Data Management Risk Management Risk increases as you distribute data all over the place Little or no control thereafter Offer framed IDX solution Alternative – offer data customers access to RETS –Properly configured RETS server reduces security risks and increases control –Many do not want to aggregate: light queries - wireless –Software based – track usage & frequency RETS helps to manage risk

11 MLS Data Management The Future is Clear Brokers and third parties are now asking more often, for more data for more uses … This trend will not stop RETS provides the foundation for improved data management and increased control and security It’s becoming harder to just say no

12 MLS Data Management RETS Service Alternatives for MLS 1. RETS Service provided by MLS system vendor –FBS, FNIS, Interealty, MarketLinx, Offutt, Rapattoni 2. Develop in-house using available open-source resources – Denver Metrolist, MRIS, Naples 3. Obtain from other RETS service providers More options than ever before

13 MLS Data Management Topic Summary Data Management Model - beginning with local policies & business rules Define specific data sets - stop customizing Determine appropriate delivery methods Develop supporting documentation Assess and manage risk Introduce improvements at your MLS